Office Specialist

Job Description

Salt Lake County…A career with a purpose in the community you love!

Salt Lake County invites you to explore our exciting career opportunities. We seek highly enthusiastic individuals to enrich our County with your experience and talent. If you enjoy working in a team environment that is committed to changing the lives of its community, please keep reading.

What it is like to work here:

At Salt Lake County, our culture is woven into all aspects of our work and our employees’ lives, from the way we treat each other to the way we support the community.  To promote and foster a fun and healthy work environment, we appreciate employees through great benefits, a healthy work-life balance, and room to grow and develop.

Surround yourself with:

Peers who are motivated to make a difference in the lives of those we serve. We serve Salt Lake County and envision a safe and beautiful place for all to live, work, and have fun. Salt Lake County is about connecting people and championing our community.  Community is more than a place…. It's our heart and service that bring us together.

We encourage a work-life balance:

Working for Salt Lake County is more than just a paycheck.  A career with /Salt Lake County includes several benefits and perks.  We support our employees with 12 Holidays, up to 24 vacation days, 12 sick days, and one personal day every year.

Additional Benefits include:

• Retirement options for hybrid pension/401(k) or 401(k) only with a 10% contribution
• Medical coverage, including a 100% county-paid premium option, Dental and Vision coverage, including coverage for adult designees
• Health Savings account with a county contribution up to $1200/year, Flexible Spending Account
• 100% county-paid Long-Term Disability and Short-Term Disability option
• Professional Development, including professional membership fees paid
• Tuition Reimbursement
• Plus: On-site medical clinic and gym; pet insurance, auto and home insurance, and discounts at County facilities. 

For Benefits information Click HERE 

To estimate how much your pay and benefits could be worth, use our Total Rewards Estimator

JOB SUMMARY

Provides customer service and office/program support in the immunization group. Serves as the initial contact for customers, both in person and over the phone, for Division-related information. The immunizations group comprises of five clinics around Salt Lake County, and there are times when an employee needs to cover another clinic, possibly but rarely with same-day notification due to sick call.

MINIMUM QUALIFICATIONS

One (1) year of closely related experience directly related to these duties.

Due to the nature of this position, the successful applicant must pass a required background check through fingerprinting and enrollment in the continuous RAP Back (Record of Arrest and Prosecution Back) program in accordance with current County Human Resources policy requirements.

A valid Driver’s License accepted by the State of Utah is required at the time of hire. A valid Driver’s License issued by the State of Utah must be obtained within six (6) months of hire to operate a county vehicle.

Preference may be give to applicants who are Bilingual in English and Spanish, and requires reading, writing, and speaking both English and Spanish fluently.

Due to the nature of this role, vaccination or proof of vaccination may be required.

ESSENTIAL FUNCTIONS 

• Answers phone calls and greets visitors; relays calls and messages to the appropriate person.
• Performs customer service functions; provides assistance regarding department/division services and information. Maintains office coverage during all business hours.
• Assists with scheduling meetings and functions including meeting preparation, correspondence, material distribution, client registration, and client appointment reminders. Records meeting minutes.
• Processes and issues monetary vouchers, certificates, and/or permits according to policy and procedures. Records transactions and issues receipts; forwards revenues and reconciles transactions according to policy and procedures. 
• Provides general office support to the Division.
• Establishes and maintains accurate agency filing systems including purging and destroying/archiving confidential or obsolete documents according to policies and procedures.
• Receives incoming deliveries and documents, providing an accurate date stamp prior to distribution to the appropriate division or person.
• Provides detailed information to the public regarding Division procedures.
• Accepts Division-specific documents, assists customers in data gathering, and reviews late appeal criteria with customers.
• Analyzes and maintains program reports, logs, and lists. Types and proofreads documents and makes appropriate corrections.
• Supports office functions effectively utilizing computers and software.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

Knowledge of:

• Basic arithmetic calculations
• Modern office practices and procedures

Skills and Abilities to:

• Work with computer software related to job-specific duties
• Operate standard office equipment
• Produce written documents, forms, and charts
• Communicate effectively in English both verbally and in writing
• Perform excellent customer service and work cooperatively within a team environment
• Create and maintain records, files, and reports
• Understand and follow broad objectives and instructions
• Gather and condense relevant and useful information
• Work with minimum supervision and act independently

IMPORTANT INFORMATION REGARDING THIS RECRUITMENT

This position typically works Monday through Friday 8:00 am to 5:00 pm, rotating Wednesday 9:30 am to 6:30 pm; subject to temporary change based on community and clinic needs. Travel to other clinics to help with coverage may be required.

Additional Information

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

The ability to perform essential physical requirements such as lifting, walking, sitting, kneeling, or bending.